ADC 245C 

Attachment Page 1 

Approved Addendum to ADC 245C, Notification for Distribution Depot 

PQDR Exhibit Receipt - PDREP-AIS Interface 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: US Navy, NAVSEA 

Logistics Center Detachment Portsmouth, (207) 438-6479 

 a. Technical POC: NAVSEA Logistics Center Detachment Portsmouth, (207) 438-6479 

 b. Functional POC(S): NAVSUP, (717) 605-1746 and DLA J-33, (703) 767-2630 

2. FUNCTIONAL AREA: 

a. Primary/Secondary Functional Area: Supply and Quality Assurance 

b. Primary/Secondary Functional Process: Product Quality Deficiency Reporting (PQDR) 

Exhibit handling process and status reporting. 

3. REFERENCES: 

a. DLMSO memorandum dated January 9, 2006, subject: DLMS ADC 188, Quality Related 

Discrepancies Identified During Distribution Depot Receipt and In-Storage Screening 

(Supply/SDR/SQCR). ADC 188 established multiple quality-related discrepancy codes including 

Discrepancy Code Q11 for use by the Distribution Depots to notify the source of supply (SoS) 

electronically of receipt of a customer return of a PQDR exhibit item. This process pre-existed the DoD 

WebSDR program using the same legacy transaction used for internal DLA SDR exchange. When 

implemented in the DLMS exchange, it required transition to unique discrepancy codes so as not to 

conflict with Q-series discrepancy codes authorized for use on Security Assistance SDRs. 

b. DLMSO memorandum dated June 8, 2007, subject: DLMS ADC 245, Notification for 

Distribution Depot Product Quality Deficiency Report Exhibit Receipt. This change was subsequently 

revised as ADC 245A, dated July 13, 2007. ADC 245/245A defined new routing and processing 

changes for SDR’s prepared as receipt notifications by Distribution Depots to alert Air Force managers 

of the arrival of Air Force owned PQDR exhibits (Discrepancy Code Q11, Returned PQDR Exhibit 

Deficiency). The depot was instructed to provide the Air Force-assigned “PQDR Accession Number” 

from the tagged exhibit to link the exhibit received to the applicable PQDR recorded in the Air Force 

PQDR system. 

c. DLMSO memorandum dated July 3, 2008, subject: DLMS ADC 245B, Notification for 

Distribution Depot Product Quality Deficiency Report Exhibit Receipt. This change republished ADC 

245A with updates to remove the original requirement for identification of the Air Force-assigned 

“PQDR Accession Number” on the notification of PQDR exhibit receipt (Discrepancy Code Q11) and 

replace it with the DoD standard data element PQDR “Report Control Number (RCN).” 
ADC 245C 

Attachment Page 2 

4. BACKGROUND: 

 a. Intent of the transaction: The intent of the transaction is to permit the Distribution Depot to 

use the Distribution Standard System (DSS) Automated Discrepancy Reporting System (ADRS) to 

provide notification of PQDR exhibit receipt via 842A/W transactions to the Product Data Reporting 

and Evaluation Program-Automated Information System (PDREP-AIS). Data exchange concerning 

status of PQDR exhibits between systems does not currently exist. The goal is to improve visibility of 

exhibit status to the PQDR user community that does not have access to DSS exhibit information by 

displaying additional exhibit data with the PQDR record in the PDREP-AIS. This is to ensure that all 

DLA processed PQDRs in the PDREP-AIS have the most current exhibit status and point of contact 

information available. 

 b. Scenario for which the transaction is used: A PQDR is submitted into the PDREP-AIS 

either manually or received by the PDREP-AIS from another automated information system. The 

PQDR is processed, as it currently is, from the originator, to screening point, and eventually to a DLA 

action point. The DLA action point may request the exhibit be sent from the originator to DLA. When 

this happens, the PDREP-AIS currently receives an exhibit request transaction from DLA’s Enterprise 

Business System (EBS) that is placed in the PDREP-AIS PQDR history, and exhibit tracking data is 

updated. The originator sends the exhibit to DLA and is provided the option to report status of the 

shipment in PDREP-AIS. Material handling of the exhibit is recorded in the DSS. No data concerning 

the exhibit receipt currently takes place from this point on unless users in EBS report. 

 c. Procedures, transactions, data elements, processing details in use today: As a part of the 

normal exhibit handling processes by DLA personnel performing data entry into DSS, 842A/W 

transactions from DSS containing the latest status of the PQDR exhibit should be routed to the PDREPAIS. DSS already sends exhibit updates data to Air Force via WebSDR 842A/W transactions 

(converted to email by WebSDR for transmission to the Joint Discrepancy Reporting System (JDRS) as 

described in Reference 3d). 

5. PROPOSED CHANGE(S): 

 a. Requested change in detail: This change expands DoD WebSDR business rules associated 

with ADC 245 (refer to References). Under the updated procedures, WebSDR will route action or 

information copies of DLMS 842A/W SDR transactions containing a Discrepancy Code Q11 (Returned 

PQDR Exhibit Deficiency) from DSS to the PDREP-AIS to update the related PQDR’s exhibit 

information. 

b. Approved procedures: 

 (1) Update WebSDR to provide an information copy of exhibit receipt notifications 

(regardless of the owner/action activity) to PDREP-AIS. (Note: For the Marine Corps (Routing 

Identifier MPB) this may result in both the action copy and the information copy being provided to the 

same application. DoD WebSDR will suppress the information copy to preclude duplicate 

transmissions.)

 (2) In addition to the already required PQDR RCN, update the DLMS 842A/W, SDR, to 

establish a data field for the Deficiency Report Unique Identifier (DRUI) for use in exhibit receipt 
ADC 245C 

Attachment Page 3 

notifications identified by Discrepancy Code Q11. The DRUI should be populated when available for 

Air Force PQDR exhibit returns. This will be in addition to the PQDR RCN when both are available. 

DSS will implement both data elements using the appropriate data fields. 

 (3) Review Distribution Depot training to ensure that exhibit receipt notifications are prepared 

for all Components (citing the PQDR RCN and the DRUI when both are available). These data 

elements should be included in the remarks text pending implementation of the discrete data fields in 

DSS.

 (4) Navy, Marine Corps, and Army must ensure that their automated applications and internal 

training procedures recognize Discrepancy Code Q11. 

 c. Alternatives: 

 (1) DSS could provide periodic exhibit data to the PDREP-AIS external to the 842A/W with a 

database link, web service, or SFTP to PDREP-AIS. 

 (2) DLA Logistics Management Standards also recommends consideration of using an 

information copy of the standard DLMS receipt transaction (527R) prepared by the receiving depot with 

Supply Condition Code Q as mechanism for PDREP exhibit tracking. See 7b. Disadvantages below. 

6. REASON FOR CHANGE: 

 a. A DoD PQDR lean team has identified a lack of exhibit status visibility as a cause of 

incomplete PQDR investigation and lost material. PQDR processing points are unaware of the locations 

and statuses of PQDR exhibits. 

b. The DoD lean team’s out brief power point slides (Joint Service, Defense Logistics Agency 

(DLA) & Defense Contract Management Agency (DCMA), Product Quality Deficiency Report (PQDR) 

Black Belt Project, dated 10 November 2010) used to out brief the conclusion of the lean event indicated 

that $160M of material for Air Force alone was awaiting disposition in DLA warehouses and ~55% of 

exhibits get stuck in the system slowing down or stopping PQDR investigations completely. One of the 

recommendations by the DoD lean team is to share exhibit data between systems to improve exhibit 

tracking and visibility. 

c. Compliance with DLAR 4155.24, Section II, Paragraph F.1, which states: 

“F. Action/originating/screening/Support Point Exhibit responsibilities. Action, originating, screening, 

and support points will each: 

 1. Establish information systems to monitor the status of exhibit disposition instructions for 

compliance with requirements of Figure 3. All exhibit management systems shall utilize the PQDR 

originators report control number.” 

 d. Figure 3 in Enclosure 2 of DLAR 4155.24, page 11 references that the originator ship exhibits 

to the action or support point when requested and notifies the screening point/action point. The 

functionality already exists within the PDREP-AIS to document shipment. The additional exhibit status 
ADC 245C 

Attachment Page 4 

data received from DSS in conjunction with EBS transactions already received and manual data entry in 

PDREP-AIS, will significantly enhance the exhibit status of the PQDR record in PDREP. 

7. ADVANTAGES AND DISADVANTAGES: 

 a. Advantages (tangible/intangible) 

 (1) Pending implementation of a more appropriate interface or procedures, this ADC is an 

interim measure, with minimal impact, that will allow enhanced visibility of PQDR exhibit receipts.

 (2) When exhibit status is accessible by all PQDR processing points (originator, screening, 

action, and support points) personnel can effectively manage the exhibit process. The perception that 

material is lost is corrected and the material can be forwarded to the correct agency for continued 

material and PQDR processing. When PQDR exhibits status is known, PQDR investigations can 

proceed as they are meant to. Material handlers will be able to communicate with the PQDR process via 

the 842A/W transaction. Once the upgrade is completed, testing and training can begin. 

 (3) Millions of dollars worth of PQDRs go without getting reconsideration for originators or 

correcting stock system issues concerning the defective material. Stock system issues do not get 

adequate investigations to prevent recurring issues. Additionally, SDR action points could potentially 

provide disposition without recognizing the material is tied to an active PQDR (but with proper training 

could be a non-issue). 

b. Disadvantages: Further integrates the use of the 842A/R, SDR, citing Discrepancy Code Q11 

for use in exhibit receipt notification rather than the more appropriate use of the 527R, Receipt, citing 

Supply Condition Code (SCC) Q. SCC Q is defined as: 

Q1

 SUSPENDED (PRODUCT 

QUALITY DEFICIENCY) 

Potential and confirmed product quality deficiency 

related materiel which is prohibited for use within 

DoD and prohibited for reutilization screening. 

Includes product quality deficiency exhibits returned 

by customers/users as directed by the IMM due to 

technical deficiencies reported by Product Quality 

Deficiency Report. Exhibits require technical or 

engineering analysis to determine cause of failure to 

perform in accordance with specifications. Includes 

product quality deficient materiel identified by SF 

368, Product Quality Deficiency Report; DD Form 

1225, Storage Quality Control Report; SF 364, 

Supply Discrepancy Report (Security Assistance 

only); or authorized electronic equivalent. 

 

1

 Last reported that Navy implementation of SCC Q was deferred to their Enterprise Resource Planning system 

modernization effort. 
ADC 245C 

Attachment Page 5 

8. ASSUMPTIONS USED OR WILL BE USED IN THE CHANGE OR NEW DEVELOPMENT: 

a. In order for this process to work properly, the 842A/W transaction prepared by the depot for 

PQDR exhibit alert must include the PQDR RCN and DRUI mapped to the appropriate data field. 

b. Although originally planned for implementation in 2008, DSS has not yet implemented the 

PQDR RCN data field. The previously identified requirement for the Air Force Accession Number has 

now been replaced by the requirement for the DRUI. DLA has updated the systems change request 

accordingly for implementation in the release planned for FY12.2. 

c. All Services identify additional training requirements for the exhibit reporting process for SDR 

action points on proper handling of SDRs that are associated with a PDQR exhibit receipt. 

9. ADDITIONAL COMMENTS TO CONSIDER: DSS already sends exhibit status 842A/W 

transactions via WebSDR to other systems.

10. NOTE ANY REGULATIONS OR GUIDANCE: DLAR 4155.24 Product Quality Deficiency 

Reporting Program

11. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Beginning April 2012. 

12. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available; refer to paragraph 6.b. 

13. IMPACT: 

a. PDREP: While PDREP is already programmed to receive 842A/W and update associated 

PQDRs exhibit data, additional programming may be required to further integrate this process into the 

exhibit tracking module within PDREP-AIS. 

b. WebSDR: WebSDR routing rules will require update as described above. SDR records and 

email must accommodate specified data content. 

c. DSS ADRS: DLA Distribution will update DSS to support identification of the the PQDR 

RCN and the DRUI as distinct data elements in the 842A/W citing Discrepancy Code Q11. 

 d. JDRS: When implemented the SDR will carry the distinct data fields for PQDR RCN and 

DRUI rather than the current text field. Pending a more appropriate interface, personnel will use this 

information to update JDRS. 

e. New DLMS Data Elements: DRUI is established as a new data element. This is a unique 

number assigned by the Air Force to track specific product quality deficiency exhibit returns. This 

identifier may apply in addition to the PQDR report control number also assigned for exhibit tracking. 

Currently constructed as a 6 position number, but expanded under DLMS to 7 positions to support 

potential need to expand the field length. (Any previous identification of the AF Accession Number 

should be removed.) 
ADC 245C 

Attachment Page 6 

f. Changes to DLMS Data Elements: None. 

 g. DLMS Manual Update: The following changes identified in bold italics. 

“C17.3.21. DAAS SDR Processing

 C17.3.21.1. Under DLMS, SDRs shall be integrated with standard logistics transaction 

processing through DAAS. DAAS shall perform the following actions: 

 C17.3.21.1.1. Pass/route SDR transactions 

(intervening text not shown) 

C17.3.21.1.1.2. Route the action copy of SDRs reporting distribution depot receipt of PQDR exhibits 

(Discrepancy Code Q11) to the materiel owner by agreement with DLA. For USAF owners this 

process will use an electronic (email-based) interface with the USAF processing system for 

product quality and an information copy to Product Data Reporting and Evaluation ProgramAutomated Information System (PDREP-AIS). For USAF owners, an information copy will 

also be sent via to the Joint Discrepancy Reporting System (JDRS) email account.”
ADC 245C 

Enclosure1, Page 1 

Enclosure 1, DLMS Supplement Revisions 

Item # Location Revision to 4030 842A/W Reason 

1. DLMS 

Introductory 

Notes 

Added Approved Addendum to ADC 245C to DLMS 

Introductory note 5:

- Approved Addendum to ADC 245C, Notification for 

Distribution Depot Product Quality Deficiency Report 

(PQDR) Exhibit Receipt - Product Data Reporting and 

Evaluation Program-Automated Information System 

(PDREP-AIS) Interface 

To identify DLMS changes included 

in supplement 

2. 2/REF01/0700 Add qualifier “GO” and DLMS note:

GO Exhibit Identifier 

DLMS Note: 

 1. Use to identify the Deficiency Report Unique 

Identifier (DRUI) assigned to the PQDR exhibit for 

USAF in conjunction with discrepancy code Q11. 

Refer to ADC 245C.

2. For GO: WebSDR field Length = min 6; max 7 

Reinstates the data field previously 

intended for the PQDR Accession 

Number. The DRUI will appear as 

distinct data field. Required by the 

USAF to associate the exhibit receipt 

with the applicable PQDR. 

3. 2/REF01/0700 Revise DLMS notes for qualifier “QR” as follows:

QR Quality Report Number 

DLMS Note: 

1. Use to identify the PQDR Report Control Number 

(RCN) for cross reference to the PQDR exhibit when 

the discrepancy code is Q11. Refer to ADC 245C.

2. Pending full implementation of ADC 245, the PQDR 

Report Control Number will be carried as the first line 

of the SDR remarks text, e.g. PQDR REPORT 

CONTROL NUMBR: FB1111080111.

3. Implementation pending under ADC 245.

2. For QR: WebSDR field length =15 

Removes instructions for text entry 

during pending implementation. 
ADC 245C 

Enclosure 2, Page 1 

Enclosure 2, Concurrence and Comments 

Originator Concurrence/Comment Response 

1. Army HQDA DCS G-44(S) Concurs with ADC 245C as 

written. 

Noted. 

2. DLA DLA concurs. 

1. Comment from TQ: 

Where the "Accession number" is mentioned should be 

replaced with "Discrepancy Report Unique Identifier 

(DRUI)". 

2. Comment from Distribution-Receiving: 

I looked over the enclosed SCR and it appears it does 

address the issue of PQDR exhibit visibility. SCR is 

ranked #2 for FY12.2 DSS release with IOC beginning 

16 Apr 12 and FOC ending 1 Jun 12. 

SCR (#139134) does address the visibility of the RCN 

and DRUI numbers as being captured at time of receipt 

and pre-populated to the QD223 screen in data fields, 

becoming part of the data as it is transmitted through 

WEB SDR. 

3. As for the staffing note, the question is: Should the 

use of the DLMS transaction 842A/W be considered a 

cost reimbursable service? I would say yes since it's a 

specific service required by the services however, this is 

not a normal part of any receipt but conducted behind 

scenes. 

The above statement still requires review by 

Distribution's J7. 

4. I will resubmit requesting 2 separate and unique 

fields - one to accommodate the RCN as a 15 character 

field which can be either alpha or numeric (no special 

characters allowed) and the other Accession number 

which is a 6 character field which will only be numeric. 

Noted. 

1. Updated as Deficiency 

Report Unique Identifier 

(DRUI) 

2. Implementation date 

updated to coincide with DSS 

release. 

3. Noted. 

4. Noted. 

5. All Q11 transactions will be 

sent to PDREP-AIS, so no 

specific rules are needed for 

BRAC sites. 
ADC 245C 

Enclosure 2, Page 2 

-245C PQDR Exhibit Receipt to PDREP: WebSDR will 

route action/information copies of SDRs with 

Discrepancy Code Q11 (Returned PQDR Exhibit 

Deficiency) from depots to the PDREP-AIS to update 

the related PQDR’s exhibit information. DSS will add 

the Discrepancy Unique Identifier (DRUI) (formerly 

called Accession Number) and the PDQR Report 

Control Number as distinct and separate data fields 

scheduled to be programmed in the next release.” 

5. How to handle the Q11 code for BRAC sites on 

SDRs transactions, PDREP, does the Marine Corp want 

Q11 transaction to come on the line. In PDREP, it 

exhibit status will come in as an SDR application, then 

the exhibit status will be updated on the PQDR side. 

They need a decision regarding how DLA wants the 

Q11 transaction handled. 

3. USTRANSCOM Abstains Noted. 

4. Marine Corps Concur. 

Marine Corps users of PDREP and SDR functions were 

unaware of the stated Q11 discrepancy code. 

Current instructions used by personnel have no 

reference of the code itself and how it is applied. 

Noted. 

5. Navy 1. NAVICP-OF concurs with the subject proposed 

addendum to ADC 245C as written. 

2. PQDR Process Owner comments: 

a. How will the DLA Distribution Depots know the 

difference between material returned to the Depots for 

Investigations (Exhibits) and material returned to the 

Depots after the PQDR investigation is complete (Final 

Disposition)? Will they be handled the same? Does it 

matter? Copies of the PQDR are shipped with both the 

Exhibits AND upon Final disposition (for litigation, for 

return to contractor, for disposal...) This would allow for 

a neat "closed loop" in PDREP. Just wondering how 

Depots would know when to submit the "842A/W" 

transaction? ...per NAVICP-M854 PQDR Screening 

Point 

b. Can this interface transaction be expanded for use as 

necessary with other PQDR IT systems, such as 

1. Noted. 

2.a. The exhibit receipt alert 

already goes to JDRS via email 

as a distribution copy of the 

SDR. That is what was 

requested rather than the 

DLMS transaction. The 

original plan was for systemic 

processing of the email 

facilitated by consistent input 

by DSS. This implementation 

never occurred, and the SDRs 

are read and records manually 

updated. 

2.b. The exhibit alert 

notification is the same 

regardless of whether it is the 

initial receipt of the exhibit or 
ADC 245C 

Enclosure 2, Page 3 

NAVAIR's JDRS used by the aviation community once 

appropriate system requirements are complete? Would 

a separate PDC be required? ...per Joint Service/Agency 

PQDR Black Belt Project 

its subsequent return (e.g. from 

testing). The AF has 

complained about this in the 

past, but, as of now, DLA has 

not concurred with other 

approaches that the AF 

proposed (such as direct input 

to JDRS by DLA depot 

personnel). 

6. Air Force 1. The USAF has both a PQDR RCN and a "accession 

number" (now called a DRUI-Deficiency Report Unique 

Identifier) for each and every DR submitted. Since one 

Deficiency Report (DR) could have multiple exhibits, 

the case also exists where the same PQDR RCN+DRUI 

pair would be shared by each of the exhibits for that 

particular DR. We sometimes get WebSDR notifications 

for each of many exhibits on a single DR. 

I reviewed the PDC245C just yesterday and the 

references to "accession number" we interpret as our 

DRUI. It might be confusing to exhibit receivers 

because the exhibit tag would likely have "DRUI" rather 

than "Accession Number" on it. I applaud DSS splitting 

those data elements (PQDR RCN & DRUI) into distinct 

fields. 

2. DRUI length: Currently a 6 digit numeric positive 

integer. After enough reports, would grow to seven 

digits but that is years (at least 7) away. 

Documentation updated to 

reflect correct terminology. 

2. DoD systems should be 

updated to accommodate a 6 or 

7 position value to preclude 

future database updates. 

7. DPAP 

(contractor 

support) 

We do not have any comments at this time. Noted.